SOE (Exact) and Boxly Integration Guide

Connect SOE (Exact) to Boxly to create patients and book appointments in Exact straight from a Boxly lead, so your team doesn’t have to type the same details twice.

This article covers:

• Connecting Exact

• Mapping your locations and practitioners

• Creating a patient, or linking one already in Exact

• Booking and syncing appointments

• What doesn’t sync

What You Can Do With Exact in Boxly

Once Exact is connected, you can:

• Create patients in Exact from a Boxly lead

• Book appointments in Exact from Boxly

• Manually sync appointments created in Exact into Boxly

• View appointment details inside Boxly

• Keep appointment cancellation statuses up to date

• Link a lead to a patient who’s already in Exact, so you don’t create duplicates

Patient creation from Exact into Boxly is not supported.

Connecting SOE(Exact) to Boxly

Before you start, ask SOE support to enable the Boxly integration for your practice. You’ll need your Practice ID to connect.

How to Connect

✅ Go to Boxly → Channels → PMS Integrations
✅ Select Exact
✅ Click Connect Exact

✅ Enter your Practice ID and click Connect Exact.

✅ You’ll be redirected back to Boxly once the connection is successful

Once connected, Exact appears under Your Channels, with Settings, Practitioners and Locations tabs.

Map Your Locations and Practitioners

Map your locations and practitioners before you create patients, so each patient goes to the right Exact location and practitioner.

1. Go to Settings in Boxly

2. Add all required locations and practitioners

3. Go to Channels → CONNECTED CHANNELS → Exact

4. Go to Practitioner tab → Click the Sync icon to bring in all practitioners, then map each Boxly practitioner with the corresponding SOE(Exact) practitioner

5. Go to Locations tab → Click the Sync icon to bring in all locations, then map each Boxly location with the corresponding SOE(Exact) location

6. Click the sync icon any time you add a location or practitioner in Exact. Last synced at the top right shows when the list was last updated.

Create Patient appears on a lead once the lead’s location is mapped to an Exact location.
Remember to switch on each location and practitioner, or it won’t show as an option.

Create a Patient and Book an Appointment

Create the Patient

1. Open the lead and add a location label that’s mapped to an Exact location.

If you need to add a practitioner or a location, go to your settings and add in your respective Practitioner or Location as explained above in Map Your Locations and Practitioners.

2. Click “Create Patient” once the button appears in the top bar.

3. Check the patient’s phone number, add their date of birth, choose their practitioner, then click Create. The patient is created in Exact straight away.

Book and Sync Appointments

4. Once the patient is created, open the Appointments tab.

5. Choose the Practitioner, Appointment Reason, Timeframe and Duration, pick a time, add a note if you need to, then click Schedule Appointment. The appointment is created in Exact as soon as you schedule it.

6. To bring in appointments booked or changed in Exact, click the Sync appointments icon next to + Appointment.

7. Boxly fetches the latest appointments from Exact and shows each one with its current status, for example Pending, Confirmed or Arrived.

Sync only runs when you click it. It brings in appointments, not patients: patients created in Exact aren’t added to Boxly.

You can run this sync anytime to bring the latest appointment updates into Boxly.

If a sync fails, wait a few minutes and try again.

Linking a Lead to an Existing Exact Patient

When you click Create Patient, Boxly checks whether Exact already has a patient with the same details. If it does, you’ll see the matching patients with their name, date of birth and email.

1. Check the name, date of birth and email against the person who enquired.

2. Select the right patient.

3. Click Link Patient. No new patient is created in Exact.

If you link the wrong patient, the enquiry will show under that patient’s contact.

You can’t unlink a patient yourself yet. If a lead is linked to the wrong patient, contact [email protected] and we’ll unlink them for you.

Syncing Cancelled Appointments

If an appointment is cancelled in Exact, click Sync appointments on the lead to bring the cancellation into Boxly. Boxly marks the appointment as Cancelled on the lead.

What Doesn’t Sync from SOE(Exact)

Things to know about the Exact integration:

• Patients created in SOE(Exact) are not created in Boxly

• Changes to a patient’s details in Boxly or Exact don’t sync between the two

• Appointment sync does not run automatically

• Appointment changes in Exact don’t move leads between stages, add notes or trigger automations. Check the appointment on the lead and move it yourself.

• Boxly can’t see live availability in Exact, so check the Exact diary before booking.

FAQs

Do I need my Exact username and password to connect?
No. Ask SOE to switch on the Boxly integration for your practice, then enter your Practice ID in Boxly.

Can Boxly see my live availability in Exact?
No. Boxly suggests appointment times based on gaps between the day’s appointments, so always check your Exact diary before confirming a time with the patient.

Will a lead move to a new stage when its appointment changes in Exact?
No. Open the lead to check the appointment and move the lead yourself.

Will patients I add in Exact appear in Boxly?
No. Only appointments come across and only when you click Sync appointments on the lead.

Can patients book online through Boxly with Exact?
No. Online booking isn’t available with Exact. Your team books appointments from the lead in Boxly.

Summary

✔ Connect Exact with your Practice ID
✔ Map your locations and practitioners
✔ Create patients, or link ones already in Exact
✔ Book appointments and sync updates from Exact
✔ Check the Exact diary before you book

Boxly is here to help you work smarter, not harder - let’s keep streamlining your lead management together!